Rutledge 

Word Tips - Part II

Margins – Set Defaults

Go to File/Page Setup to set your margins. While in the dialogue box, click  Default and Yes.

Format Painter
Click on text that has formatting that you want to copy. Click the Format Painter button.  Select the text you want to change.

Edit Text in Print Preview
Click Print Preview on the File menu or the toolbar.

Click the text in the area you want to edit to zoom in on the area.

Click the Magnifier on the Print Preview toolbar. When the pointer changes from a magnifying glass to an I-beam, you can make changes to the document.

Click the Magnifier again to return to normal Print Preview mode.

Quickly Move Text or Graphics in Word
 Select the item or text you want to move.

Click and drag the item to the new location.

Quickly Replicate Text or Graphics in Word
 Select the item or text you want to copy.

Press and hold down the CTRL key.

Then use the mouse to drag the item to the desired position.

A copy of the original item is made right where you want it.

Change the Case of Text
 Format, Change Case or

Select the text you want to change and press SHIFT+F3. Each time you press the F3 key, the text case switches between Title Case, UPPERCASE, and lowercase

Insert Button – Overwrites Text

If you accidentally hit the Insert key on your keyboard and try to insert text in a line, the computer will overwrite the text instead of inserting it. Click the key again to turn overwrite off. You can look at the bottom of your display screen to see if this button has been turned to Overwrite.  You will see OVR as illustrated below.

Sideways Text

Insert a Text box and type your text. Choose Format/Text Direction and make a selection  To remove the border around a text box, right-click on the border of the box. Choose Format/Text Box and choose the Colors and Lines tab. Set the Line Color to "No Line."

Find/Replace

Click Edit/ Replace. First type the word(s) or characters you want the computer to Find. Then type in what you want them replaced with. I usually select Replace All. You can also have the computer find or replace special characters.

Think how helpful it could be to find all tabs and replace them with 5 spaces. Or in an email find all > and replace with a space.

Line Spacing

Select the text you want to change.

Click Format/Paragraph/Line Spacing

or

Single-space lines, press CTRL+1.

D-space lines, press CTRL+2.

To set line spacing to 1.5-line spacing, press CTRL+5.

or

Put a Button on the Toolbar

New Button on the Toolbar

Go to View/Toolbars/Customize and click the Commands tab. In the left part of the window, choose the word that you think the button might be under. For Line Spacing, choose Format. In the right part of the window, scroll down until you locate the correct button. Click and drag it up to the toolbar. Position the Ibeam where you want to locate it and let go of the mouse.

Speed Up Your Typing with AutoCorrect
This is useful for long words or phrases you type repeatedly.

On the Tools menu, click AutoCorrect. Select the Replace text as you type check box.

In the Replace box, type an abbreviation you will remember—for example,  jd for John Doe.

In the With box, type the complete spelling of the word—for example, John Doe.

Click Add.

Once you add a term to your AutoCorrect list, it also works in PowerPoint.

Use AutoText to Automate Repetitive Typing Tasks
First turn on AutoComplete by going to  Insert/AutoText/AutoText. Select the Show AutoComplete tip for AutoText and dates check box.

To create an AutoText entry for later use:

Type the text (or graphic) you want to store as an AutoText entry and highlight it.  You can also store paragraph formatting with the entry by including the paragraph mark in the selection.)

Go to Insert/AutoText/AutoText. Your selected text will be in the Enter AutoText entries here box. Your entry must contain at least four characters. Then click Add.

To insert an AutoText entry:

In your document, type the first few characters of the AutoText entry.

When Word suggests the complete AutoText entry, press ENTER or F3 to accept the entry. (To reject the entry, keep typing.)

Example of use – the Pledge, your name, your subject name

Normal.dot Template Changed or Corrupted

Sometimes you will get a message that says "Changes have been made that affect the global template, Normal.dot. Do you want to save those changes?"

If you do not want to get that prompt, open Word and go to Tools/Options and select the Save tab. De-select the "prompt to save Normal.dot" option.

If you think your global template, Normal.dot has become corrupted, delete it, and Word will recreate it the next time you open Word.

To Delete the Normal Template:

Close Word

Click Start, Run

In the box type the string below, putting your username in place of mine.

C:\Documents and Settings\jrutledge\Application Data\Microsoft\Templates

In the folder that opens, right-click the Normal.dot file and choose delete. Open Word and you will have a recreated global template.

Create Your Own Template

Create a Word document with the formatting and text you want to appear in every document of this type.

This could be helpful for chapter quizzes or tests. Put in your normal headings. You may want to put ** where new text needs to be added.When you have the text and formatting that you want, choose File/Save As. In the dialogue box that opens, choose Document Template in the Save as type box.

When you want to use your template, go to File New and double-click the file you saved

Get Additional Templates

Microsoft's Template Gallery has many easily downloadable templates for Word. These include a number of brochure, newsletter, and other handy business and personal documents, as well [J1] a helpful Newsletter Wizard (in the Marketing/Newsletters section).

To save a template to your computer, open the template, choose File/Save As and select

Template in the Save as type box.

To use a template go to File/New and choose the template you want from the window that opens.

Notice the additional tabs for many types of templates.

Reviewing Toolbar – More Than Just Track Changes

If you are editing a document someone else has created, go to Tools/Track Changes and put a check mark in all three boxes. The original text will appear with a  strikethrough for deleted text, etc.

If you want more involved editing, turn on the Reviewing Toolbar. The first button allows you to insert comments into the document without breaking the flow. I will insert a screenshot from a document using this item below. If this is something you want to use, see me for help.

Find Out What Formatting is Applied to Text in Word -- What's This?
To find out what formatting  is applied to a paragraph in Word:

On the Help menu and click What's This?.

When the pointer becomes a question mark, click the text you want to check. Then a message will appear describing the formatting (fonts, style, alignment, etc.) between two paragraph symbols. To get out of this mode, click the ESC key.

Add Fake Text to a Word Document
In a Word document, type =rand(10,5) and then press ENTER.

The 1^st number is the number of paragraphs and the 2^nd number is the number of sentences per paragraph. Use whatever numbers you need. (This is really a reminder tip for me.)

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 Good Resource on Word

http://www.internet4classrooms.com/on-line_word.htm